Working with users

To create a user:

1. On the Users page, click Create User. The Create User page appears.
2. If your organisation uses federated authentication as a sign in method, two User type radio buttons are displayed at the top of the page. Click Federated User to create a user who will sign into Asta Vision using their Microsoft Entra ID credentials - this will be most of your users - or click Non Federated User to create a user who will sign into Asta Vision using an Asta Vision user name and password.
   
   You may want to create a non-federated user to enable a member of Elecosoft Technical Support - who has an email address with an 'elecosoft.com' domain rather than your own organisation's domain - to sign into Asta Vision to help resolve any issues.
   
   If you do not use federated authentication, the User type radio buttons do not appear, as all users sign in using an Asta Vision user name and password.
3. Enter the user's name in the Name field.
4. Select the main user role to assign to the user in the Role field. A user's role determines the actions that users can carry out.
   
   You can assign more than one role to each user. If you want to assign multiple roles to a user, edit the user after you have finished creating the user record. You can then CTRL or SHIFT-select additional user roles in the Role field to assign more roles to the user.
5. If the user will sign into Asta Vision using an Asta Vision user name and password, enter the email address that they will use to sign in in the Email field, for example 'jan.thomas@mycompany.com'.
   
   If the user will sign in using their Microsoft Entra ID credentials, enter the 'local' part of the user's Microsoft Entra ID email address in the leftmost section of the Email field - the section to the left of the '@' symbol - and select the 'domain' part of the email address in the right-most section - the section to the right of the '@' symbol.
   
   The 'local' part of an email address is the information that comes before the '@' symbol and the 'domain' part is the information that comes after it. For example, if a user's Microsoft Entra ID email address is 'michelle.green@mycompany.co.uk', you would enter 'michelle.green' in the leftmost section of the Email field and select 'mycompany.co.uk' in the rightmost section.
   
   System-generated emails are sent to the email address that you specify here by default. If you want the user to sign in using one email address but to receive system-generated emails at another email address, edit the user after you have finished creating the user record. You can then specify a different email address, to which system-generated emails will be sent.
6. If the user will sign in using an Asta Vision user name and password, enter the password that they will use to sign in in the Password field. Passwords must contain a mix of lower-case letters, upper-case letters and numbers.
   
   Select the Show password check box if you want to view the password as you type it, or clear the check box to hide the password from view.
   
   You do not specify a password if the user will sign in using their Microsoft Entra ID credentials.
7. If any user-level user-defined fields have been set up, these appear on the page for you to complete. For example, if a 'Region' user-defined field has been configured, a Region field will appear for you to specify the region in which the user works.
8. Click Create. You return to the Users page, where the new user appears in the list.

To edit a user:

1. On the Users page, click the name of the user that you want to edit. The Edit User page appears.
2. If your organisation uses federated authentication as a sign in method and you edit a user whose domain is not federated, two User type radio buttons are displayed at the top of the page. Click Federated User to convert the user into a user who will sign into Asta Vision using their Microsoft Entra ID credentials - in which case you will need to specify a valid email address that contains one of your federated domains - or click Non Federated User to specify that the user should continue to sign into Asta Vision using an Asta Vision user name and password.
   
   If this user record is used by a member of Elecosoft Technical Support to sign into Asta Vision to help resolve any issues, the user record should remain non-federated; otherwise, users should use federated authentication to sign in.
   
   If you do not use federated authentication, or if you do use federated authentication and you edit a user whose domain is federated, the User type radio buttons do not appear.
3. Edit the details of the user as required.
   
   You can assign multiple user roles to a user by CTRL or SHIFT-selecting user roles in the Roles field.
4. Clear the Active user check box to specify that a user is no longer an active user of Asta Vision. Recording that a user is inactive frees up their Asta Vision licence and prevents them from signing into Asta Vision with their user name and password. If a user is assigned to any projects, these assignments are retained when you make the user inactive.
5. Click Save Changes. You return to the Users page.

If your users sign into Asta Vision using an Asta Vision user name and password, you can reset users' passwords on the Users page. If your users sign in using their Microsoft Entra ID credentials, you cannot reset users' passwords in Asta Vision.

To reset a user's password:

1. On the Users page, right-click the user whose password you want to reset and select Reset Password. The Reset Password page appears.
2. Enter a new password for the user in the Password field.
   
   Select the Show password check box if you want to view the password as you type it, or clear the check box to hide the password from view.
3. Select the Change next log in check box to force the user to change their new password the next time that they sign in, or clear the check box to allow the user to continue using the new password that you have entered.
4. Click Reset. You return to the Users page.

To delete a user:

1. On the Users page, right-click the user you want to delete and select Delete. A popup appears, asking you to confirm whether you want to delete the user. The popup warns you if the user is assigned to one or more projects.
2. Click OK to continue, or click Cancel to cancel the deletion, which you may want to do if the user is assigned to one or more projects. If you continue:
   • If the user is assigned to one or more programmes that are currently checked out, you are informed that you cannot delete the user.
   • If the user is not assigned to any checked out programmes, the user is unassigned from any projects and deleted, and you return to the Users page.

You may want to view the projects to which a user is assigned before attempting to delete the user. You can then decide whether to delete the user and unassign them from their projects, or to record that the user is inactive, which retains their project assignments.

To view the projects to which a user is assigned:

1. On the Users page, click the name of the user. The Edit User page appears.
2. Click Project Assignments. The Project Assignments popup appears, displaying a list of the projects to which the user is assigned. You can click a project to view details of it in a new browser tab.
3. Click Close to return to the Edit User page.
4. Click Back to List to return to the Users page.

You cannot delete a user if they are assigned to any programmes that are currently checked out. You may want to view the checked out programmes to which a user is assigned so that you can see which programmes must be checked in before you can delete the user.

To view the checked out programmes to which a user is assigned:

1. On the Users page, click the name of the user. The Edit User page appears.
2. Click Checked Out Programmes. The Checked Out Programmes popup appears, displaying a list of the checked out programmes to which the user is assigned. You can click a programme to view details of it in a new browser tab.
3. Click Close to return to the Edit User page.
4. Click Back to List to return to the Users page.